1. Project Change Management
10-Dec-08

2. What is Project Change Management?
Project change management encompasses all of the processes necessary to determine where you are at compared to where you planned to be and the activities required to get back on track if those are not aligned
Estimating: approximation of costs
Budgeting: aggregating the estimated costs of individual activities or work pkgs to establish a cost baseline
Control: influencing the factors that create cost variances and control changes to budget
Change Management
10-Dec-08

3. Why is Project Change Management Important?
Projects seldom run exactly according to plan.  Project deliverables must be maintained by carefully and continuously managing changes, either by rejecting changes or by approving changes so those approved changes are incorporated into a revised baseline
Enables the project team to identify potential problems in a timely manner and take corrective action, when necessary, to control the execution of the project
Ensures the project team and stakeholders have an accurate understanding of what has been completed in the project to-date and what will be delivered in total
Planning – which quality standards are relevant and determine how to satisfy them
QA – applying the planned quality activities to ensure quality requirements are met
QC – monitor project results to determine if they comply to quality standards, ID way to eliminate causes of unsatisfactory performance.
Change Management
10-Dec-08

4. Actual vs Planned
Determining where you are vs. where you planned to be:
Requires project details be documented and approved
Documented scope, cost, time, quality, people, other (eg. Charter)
Documented details of product / service functionality (eg. Requirements Document)
Requires processes and tools to assess performance to determine whether any corrective or preventative actions are indicated, and then recommending those actions as necessary
Scope and requirements verification throughout the project
Budget tracking and forecasting
Task duration tracking
Overall project timeline tracking & verification
Plan – what to purchase, when and how
Contract Planning: Document products, services and results requirement and and ID potential sellers
RFI, RFP, RFQ
Admin – manage the contract
Closure – settle each contract, close
Change Management
10-Dec-08

5. Getting Back on Track How can we get on track again?
Identify that a change needs to occur or has occurred
Document the complete impact of requested changes
Follow approved processes for documenting and approving requested changes
Maintain the integrity of baselines by releasing only approved changes for incorporation into project products or services, and maintaining their related configuration and planning documentation
Control and update the scope, cost, budget, schedule and quality requirements based upon approved changes, by coordinating changes across the entire project
Influence the factors that circumvent integrated change control so that only approved changes are implemented
Develop: improve competencies and interaction of team members to enhance project performance
Manage: track performance, provide feedback, resolve issues
Change Management
10-Dec-08

6. Definitions
Project Change Management - a general term describing the procedures used to ensure that changes are introduced in a controlled and coordinated manner.
Change Request – Requests to expand or reduce the project scope, modify policies, processes, plans or procedures, modify costs or budgets, or revise schedules.
Change Order – Used in some companies to identify approved change requests (change request when the request is made and change order once it has been approved)
Change Management
10-Dec-08

7. The PMBOK “Project Management Body of Knowledge”
sum of knowledge within the profession of project management
used to document and standardize generally accepted project management information and practices
produced by the Project Management Institute
revised and reprinted every 4 years – fourth edition is expected to be released shortly
Change Management
10-Dec-08

8. PM Knowledge Areas & Process Groups
PM Process Groups /
Knowledge Area Processes
Initiating Process Group
Planning Process Group
Executing Process Group
Monitoring & Controlling Process Group
Closing Process Group
Project Management Integration
Develop Project Charter
Develop Prelim Project Scope Statement
Develop Project Management Plan
Direct and Manage Project Execution
Monitor and Control Project Work
Integrated Change Control
Close Project
Project Scope Management
Scope Planning
Scope Definition
Create WBS
Scope Verification
Scope Control
Project Time Management
Activity Definition & Sequencing
Resource Estimating
Duration Estimating
Schedule Development
Schedule Control
Project Cost Management
Cost Estimating
Cost Budgeting
Cost Control
Project Quality Management
Quality Planning
Perform Quality Assurance
Perform Quality Control
Project HR Management
Human Resources Planning
Acquire Project Team
Develop Project Team
Manage Project Team
Project Communications Management
Communications Planning
Information Distribution
Performance Reporting
Manage Stakeholders
Project Risk Management
Risk Management Planning
Risk Identification
Qualitative / Quantitative Risk Analysis
Risk Response Planning
Risk Monitoring and Control
Project Procurement Management
Plan Purchases and Acquisitions
Plan Contracting
Request Seller Responses
Select Sellers
Contract Administration
Contract Closure
Process groups align with UofC metholodogy

9. Process Inputs, Tools & Techniques & Outputs
Scope Verification
Process of obtaining stakeholder’s formal acceptance of the completed project scope & deliverables
Project scope statement
WBS dictionary
Project scope mgmt plan
Deliverables
Inspection
Accepted deliverables
Requested changes
Recommended corrective actions
Scope Control
Concerned with influencing the factors that create project scope changes & controlling the impact of those changes
Performance reports
Approved change requests
Work performance information
Change control system
Variance analysis
Re-planning
Configuration mgmt system
Project scope statement updates
WBS & WBS dictionary updates
Scope baseline updates
Recommended corrective action
Organizational process assets updates
Project mgmt plan updates
Schedule Control
Concerned with determining current status of schedule, influencing factors that create changes, determining if it has been changed, managing actual changes
Schedule mgmt plan
Schedule baseline
Progress reporting
Schedule change control system
Performance measurement
Project management software
Schedule comparison bar charts
Schedule model data updates
Schedule baseline updates
Performance measures
Organization process assets updates
Activity list updates
Activity attributes updates
Change Management
10-Dec-08

10. Process Inputs, Tools & Techniques & Outputs
Cost Control
Concerned with determining current status of costs, influencing factors that create changes, determining if it has been changed, managing actual changes
Cost baseline
Project funding requirements
Performance reports
Work performance information
Approved change requests
Project Mgmt Plan
Cost control system
Performance measurement analysis
Forecasting
Project performance reviews
Project management software
Variance mgmt
Cost estimate updates
Cost baseline updates
Performance measurements
Forecasted completion
Requested changes
Recommended corrective actions
Organizational process assets updates
Project mgmt plan updates
Perform Quality Control
Involved monitoring specific project results to determine whether they comply with quality standards & identifying ways to eliminate causes of unsatisfactory results
Quality Mgmt Plan
Quality Metrics
Quality Checklists
Organizational process assets
Deliverables
Cause and effect diagram
Control charts
Flowcharting
Histogram
Pareto charts
Run charts
Scatter diagram
Statistical sampling
Inspections
Defect repair review
Quality control measurements
Validated defect repair
Quality baseline updates
Recommended preventative actions
Recommended defect repair
Validated deliverables
Change Management
10-Dec-08

11. . . . follow process and progress will follow.
In conclusion . . .
. . . follow process and progress will follow.
Change Management
10-Dec-08

12. deliver.it@ucalgary.ca or 210-8792
Questions?
Contact us at or
Visit our web-site at
Thank you for coming!
Change Management
10-Dec-08

13. The end.
Change Management
10-Dec-08